IN BRIEF:
Canceling event blocks in iClassPro allows administrators to remove scheduled event days and optionally notify families via email, SMS, or push notifications. You can cancel individual days, multiple blocks at once, or cancel directly from the Calendar view, depending on your workflow needs. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
• From the Events Page
  • Cancel a Single Event Block 
  • Cancel Multiple Event Blocks (Mass Cancel)
• From the Calendar View
• How Canceling Event Days Affects Enrollment
  • Background Task Consideration
• Troubleshooting & FAQs
• Related Articles

Overview

The System provides multiple ways to cancel event blocks:

• Cancel a single event day from the EVENTS page
• Cancel multiple event blocks using the Mass Cancel tool
• Cancel directly from the CALENDAR view

When canceling an event day, you can:

• Enter an optional cancellation reason
• Notify families via email, SMS/text message, or push notification
• Automatically update enrollments based on event configuration

Canceling event days may affect enrollments differently depending on whether "Allow Parents to Choose Days" is enabled.

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Accessing the Feature

You can access event cancellation tools from:

• EVENTS page (for single or mass cancellation)
• CALENDAR view (for individual day cancellation)

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Step-by-Step Instructions

From the Events Page

Cancel a Single Event Block 

1. On the EVENTS page, select the Attendance icon (checkmark) to the left of the event you need to cancel.
2. In the attendance dialog, select the date you wish to cancel.
3. Select Cancel for this day.
   
4. (optional) Enter a cancellation reason in the Optional Comments field.
   • NOTE: This reason will be included in communications sent to families about the cancellation.
5. (optional) Select one or both Notification Method options to inform families of the cancellation:
   1. Email – uses the template at SETTINGS > SETUP > GENERAL SETTINGS > COMMUNICATION TEMPLATES > OFFICE PORTAL > "Event Canceled."
   2. SMS/Text Message – sends an SMS message with the text: Your [[camp_name]] meeting at [[campenrollment_blocks]] for [[student_name]] has been canceled for [[date]].
   3. SMS/Text Message – sends a Push Notification with the text: Your [[camp_name]] meeting at [[campenrollment_blocks]] for [[student_name]] has been canceled for [[date]].
6. Review your selections and make any corrections if necessary.
7. Choose Process to complete the cancellation.

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Cancel Multiple Event Blocks (Mass Cancel)

1. From the EVENTS page, select one or more events to cancel.

2. Choose the Mass Cancel icon from the Quick Tools menu at the bottom of the window.

3. Set the Start Date and End Date for the date range of the event blocks to be canceled.

   • NOTE: for a single day, enter the same date for both.

4. (optional) Enter a cancellation reason in Optional Comments.

   • NOTE: this reason will be included in communications to families about the cancellation.

5. Choose one or both Notification Method options:

   • Email – uses the “Event Canceled” template under SETTINGS > SETUP > GENERAL SETTINGS > COMMUNICATION TEMPLATES > OFFICE PORTAL.

   • SMS/Text Message – sends an SMS message stating: Your [[camp_name]] meeting at [[camp_schedule]] for [[student_name]] has been canceled for [[date]].

   • Push notification – sends a Push Notification stating: Your [[camp_name]] meeting at [[camp_schedule]] for [[student_name]] has been canceled for [[date]].

6. Select Process to complete the cancellation for the event(s).

NOTE: For events that meet multiple times on the same day, using the Mass Cancel action will cancel all event blocks for the date range. To cancel individual event blocks, use the instructions in the Cancel a Single Event Block section above.

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From the Calendar View

1. From the CALENDAR view, select the calendar entry for the event date you wish to cancel.
2. Select Cancel Event.
   
3. (optional) Enter a cancellation reason in the Optional Comments field.
   • NOTE: This reason will be included in communications sent to families about the cancellation.
4. (optional) Select one or both Notification Method options to inform families of the cancellation:
   • Email – uses the template at SETTINGS > SETUP > GENERAL SETTINGS > COMMUNICATION TEMPLATES > OFFICE PORTAL > "Event Canceled."
   • SMS/Text Message – sends a message with the text: Your [[camp_name]] meeting at [[campenrollment_blocks]] for [[student_name]] has been canceled for [[date]].
5. Review your selections and make any corrections if necessary.
6. Choose Process to complete the cancellation.

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How Canceling Event Days Affects Enrollment

• If "Allow Parents to Choose Days" is enabled for the event, the canceled date is removed from the list of available dates. Families will not be able to select it when enrolling or modifying enrollments.
• If "Allow Parents to Choose Days" is disabled for the event, the canceled date is automatically removed from existing enrollments.
• When modifying an existing enrollment, canceled dates cannot be re‑selected.

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Background Task Consideration

• If you cancel a Background Task after it has started:
  • It is strongly recommended to delete the task from the Background Task window
  • Select the Delete (trash) icon next to the task
• This is especially important for tasks that:
  • Perform actions and send communications
  • Examples include canceling events, generating makeup tokens, assigning substitutes, or sending statements

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Troubleshooting & FAQs

• Why are all event blocks on a day canceled when I only selected one?
  • If you used Mass Cancel, all event blocks within the selected date range are canceled. Use the single-day cancellation option to cancel individual blocks.
• Why did families not receive cancellation notifications?
  • Notifications are only sent if a Notification Method (Email, SMS, or Push Notification) is selected before processing the cancellation.
• Where does the email notification content come from?
  • Emails use the template located at SETTINGS > SETUP > GENERAL SETTINGS > COMMUNICATION TEMPLATES > OFFICE PORTAL > "Event Canceled."
• Can families still enroll in canceled event days?
  • No. Canceled dates are removed from available options and cannot be selected.
• What happens if I stop a Background Task mid-process?
  • You should delete the task from the Background Task window to prevent incomplete processing or duplicate actions.

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Related Articles

• How Do I Record Attendance in the Office Portal?
• How Do I Customize iClassPro’s Automated Emails?
• What Is the CALENDAR Page?
• How Do I Set Up/Configure Makeup Tokens?

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